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Find Chargebee payments missing from FreshBooks
For finance teams who re-key Chargebee payments into FreshBooks and want the missing ones found, just by asking their AI assistant.
On this page
Connector
Connect Chargebee, pick your AI tool and paste the prompt.
The problem
Payments re-keyed by hand go missing in FreshBooks
Payments taken in Chargebee are re-keyed into FreshBooks by hand, and some are never recorded. The invoice then looks unpaid, and the gap is found only when someone chases a customer who already paid.
Without PopdockAI
- Export successful payments from Chargebee
- Find each client in FreshBooks by email
- Look for a payment with the same amount and date
- Chase a customer who already paid
With PopdockAI
- Successful Chargebee payments are read for the period
- Each client is found in FreshBooks by email
- Payments match on amount, currency and a 3 day window
- Each match is used once and nothing is changed
The prompt
Use this prompt
Copy it into any AI tool connected to PopdockAI. Swap the values in braces for your own.
**Objective:** Find successful Chargebee payments from the last `{lookback-days}` days (default 30) that have no matching payment in FreshBooks company `{company}`.
**Step 1: Read Chargebee**
Call `chargebee-get-transaction` with `date.from` set to the start of the lookback and `status` set to the success status (try `success`). Keep payments (`type` payment), with `id`, `customer-id`, `amount`, `currency-code`, `date`, `reference-number`.
**Step 2: Resolve the customers**
For each distinct `customer-id`, call `chargebee-get-customer` with `id` to get the `email`. Then call `freshbooks-get-client` with that `email` to get the FreshBooks client `id`.
**Step 3: Read FreshBooks payments**
Call `freshbooks-get-payment` with `client-id` set to each client `id` and `date.from` set to the start of the lookback. Match a Chargebee transaction to a FreshBooks payment on the same amount and currency with dates within 3 days, or a `note` containing the Chargebee transaction `id` or `reference-number`.
**Step 4: Report**
List unmatched Chargebee payments with customer email, amount, date and transaction id, then clients not found in FreshBooks, then a total of unmatched money per currency.
**Rules & Guidelines:**
* FreshBooks tools (named freshbooks-...) are on the freshbooks server; Chargebee tools (named chargebee-...) are on the chargebee server. Both servers must be connected.
* Pass `{company}` as the company parameter on every FreshBooks call when it is given; if FreshBooks reports more than one company and none was given, ask which one and stop.
* Match customers on email, case-insensitive and trimmed. Never match on name alone.
* Amounts may be in different currencies; compare only when `currency-code` matches and flag the rest.
* This prompt is read-only. Never call any FreshBooks add, update, delete, mark or send tool, for example `freshbooks-add-payment`, `freshbooks-add-client`, `freshbooks-add-invoice` or `freshbooks-send-invoice-by-email`.
**Validation:**
* Do not count a FreshBooks payment twice when two Chargebee payments have equal amounts; consume each match once.
* If no transactions come back, say so and stop.Who it's for
One answer, three teams that use it
Bookkeepers
Find payments still to record
Unmatched Chargebee payments come back with email, amount, date and transaction id, ready to record in FreshBooks.
Which Chargebee payments from October are missing in FreshBooks?
Collections specialists
Check before you chase
Make sure a FreshBooks invoice is really unpaid before contacting the customer.
Has priya@contoso.com paid in Chargebee anything that is not in FreshBooks yet?
Finance managers
Know the unrecorded total
Unmatched money is totalled per currency, so you know how far the books are behind.
Total the Chargebee payments from the last 90 days with no matching FreshBooks payment, per currency.
How it works
What PopdockAI does when you ask
You give a look-back period and your AI assistant matches Chargebee payments to FreshBooks payments. You get the unmatched ones and the clients it could not find.
01
Ask
You give a look-back period and optionally the FreshBooks company.
02
Read
It reads successful Chargebee payments and finds each client in FreshBooks.
03
Match
It matches on amount, currency and a 3 day window, using each match once.
04
Report
You get unmatched payments, missing clients and totals per currency.
What PopdockAI provides
The tools behind the answer
Ready made tools for Chargebee and one secure connection to your AI tool. No code, no exports.
chargebee-get-transaction
chargebee-get-customer
freshbooks-get-client
freshbooks-get-payment
This report is built from Get data tools only. PopdockAI applies the row, field and parameter rules your admin sets, and every query is written to the audit trail.
The outcome
No more chasing customers who already paid
Related use cases
More ways to put this data to work
One prompt template with infinite possibilities.
Your AI assistant adapts its approach, tone, and capabilities to match each unique context while you maintain a single, manageable workflow.
Join forward-thinking companies that are transforming their operations with intelligent, secure AI automation.

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